Make Planning Your Next Corporate Event a Cinch

04-10-2016 / By: Convenience Kits International, Ltd

Nobody really knows the insanity of being a corporate event
planner like an event planner. Most will agree it’s a similar experience to
herding cats. Just when you think you have one aspect under control, something
else goes completely out of control. And the irony is that when the event is a
smashing success, no one has any idea of all the stress involved in getting
there.

Here are some surefire ways to ensure that your next event goes
more smoothly, not only in the execution, but in the planning as well. Take the
headache out of pulling together a big event and reduce your stress
exponentially. Here’s how:

1. Allow ample time for planning
an event:

As you develop your timeline for an event, make sure you allow a
lot of padding. The rule of thumb is an extra week (or even two!) for every
three months. Having sufficient time to plan an event is the most critical
component to avoid last-minute disasters, which brings us to our next hot tip.

2. Plan for last-minute disasters:

Just assume that Murphy’s Law is at work and that whatever can go
wrong, will. It’s not a question of if there will be some snafus, but when.
Knowing this can give you some peace of mind. If you allow that extra padding
in the schedule for crises, they will be infinitely easier to handle without
pulling your hair out.

3. Have a kickoff
meeting:

It may seem like a no-brainer, but having a kickoff meeting with
all the stakeholders present, particularly key decision makers, is one of the
most proactive ways you can fend off crises. A kickoff meeting gets everyone on
the same page from the get-go and establishes the team. It can also help you to
avoid the dreaded Monday-morning quarterbacking or ease delays in getting
things done. A kickoff meeting is your insurance that you won’t be hearing:
“Well, no one ever told me.”

4. Have regular
check-in meetings and present a detailed timeline by the second meeting:

Not long after the kickoff meeting, you should call a second
meeting, which should be focused exclusively on the event’s timeline,
benchmarks, and deliverables. It’s best to bring something to the table, and
also to send it out early to the team so that they can review and raise any
objections or concerns. Set a regular schedule of meetings, at least one per
month, to make sure that everyone is on track with deliverables.

5. Utilize file
sharing systems:

With many teams being virtual these days, it’s helpful to have an
accessible place where information can be stored remotely. File and calendar
sharing systems can help you manage the project better and eliminate
miscommunication. Google Docs and Calendar, BaseCamp, or a similar software,
are an excellent way to manage the project, set and adjust timelines, and more.
It’s so much easier and more reliable than searching your email for the right
attachment.

6. Define roles
clearly:

One of the biggest stumbling blocks for planning an event is the
sheer amount of legwork that must be done prior to the event. It takes an army
and that army must be organized with clearly defined roles. One of the biggest
causes of event planning confusion and resource wasting is when two people are
doing the same thing. Having everyone know exactly what they are doing is the
best insurance against chaos.

7. Follow up all
meetings and chats with an email:

Whether it’s a 2-hour meeting or a quick phone chat, make sure
that all offline conversations are taken online with an email summary. This
digital documentation will spare you the “I didn’t hear that,” or he said/she
said frustrations. Send the confirmation email as soon as possible so that details
do not get lost.

8. Remember the
swag!

In the midst of all the work, it’s easy to forget the fun stuff,
and nothing is more fun that swag. Whether you are providing gift bags for
event attendees or just a thank you to your planning team, swag is where it’s
at. And the custom-packed travel kits from Convenience Kits are just the ticket to make
everyone happy. These TSA-compliant kits can be filled with an array of
toiletries and personal care items. It’s a gift that everyone will love.

Now that you’ve done the planning, sit back and enjoy the show.
You’ve earned it!